Affiliate Meetings

Off-Site Affiliate Meeting Application Fees

Affiliate Meeting Approval Form

A one-time, nonrefundable application fee will apply to each individual meeting or event hosted outside of the San Diego Convention Center during TCT^®:

• Small Meeting (10 attendees or less): $3,100 (credit price*)
• Medium Meeting (11-50 attendees): $5,100 (credit price*)
• Large Meeting (51+ attendees): $10,500 (credit price*)

Once approved, please contact your venue of choice to directly coordinate your meeting and all logistical arrangements.

All associated costs, including but not limited to room rental, setup, AV services, and catering are the direct responsibility of the Industry Partner and should be managed directly with the venue.

Affiliated activity decisions will be e-mailed approximately 3 business days after submission.

*those who pay via cash, check, ACH or wire transfer will receive a 2.9% discount off the credit price.

TCT^® Recommended Hotel: Marriott Marquis San Diego Marina (333 W Harbor Dr, San Diego, CA 92101)

• Contact: Shannyn Courtney, [email protected]  

Please note that CRF does not manage meeting room rentals or space assignment at venues outside of the San Diego Convention Center (including at the Marriott). Please follow the CRF^® affiliate meeting approval process and then reach out to the hotel contact.

Off-Site Affiliate Meeting Guidelines

What is the process to host an affiliated meeting/event outside of the San Diego Convention Center?

For all off-site affiliated events and meetings, Industry Partners may host the event at a venue of their choice. To help ensure a seamless experience, please follow the below steps.

We kindly ask that you:

1. Verify that your meeting timing aligns with conference blackout hours.
2. Submit an application for meeting approval.
3. Process the required meeting fee.
4. Once CRF has reviewed and approved the application, please contact a chosen venue to coordinate room rental and logistics.

What is the affiliated meeting fee for?

The affiliated meeting fee is for the official permission to host your meeting or event within the TCT^® timeframe, recognizing that attendees will be present in San Diego for the purpose of the conference.

What are the guidelines for the venue?

CRF does not manage off-site meeting space assignments for this conference. When booking a physical venue for the meeting or event, all associated costs, such as room rental, setup, AV needs, catering, etc. are managed and covered directly between the Industry Partner and their chosen venue.

Conference Suites

Companies have the opportunity to rent a conference suite at TCT^® 2026. Conference suites are "built" private rooms in the exhibit hall that companies may use for staff meetings and one-on-one meetings with TCT^® attendees. A standard furniture package is included! Space is limited and will be assigned on a first-come, first-served basis. Blackout times are not enforced for Conference Suites.

Conference Suites Information

Convention Center Affiliate Meeting Rooms

Please fill out the following application to secure a convention center affiliate meeting room. One application for each meeting must be completed. Applications with more than one meeting listed will not be accepted and may delay the application process. Affiliated activity decisions will be e-mailed approximately 3 business days after submission.

Convention Center Affiliate Meeting Room Application

CRF^® will offer private rooms (approx. 700-1,000 square feet) at the San Diego convention center for companies to conduct investigator meetings, internal meetings, board meetings, etc. Meeting space is limited and will be assigned on a first-come, first-served basis.

Blackout times will not be enforced for these meetings.

Companies may conduct meetings only during official conference hours on Saturday, 10/31 through Tuesday, 11/3 from 7:30AM-6:00PM.

Convention Center Room Setup Options

• Standard Meeting Room: The rental fee includes access to the meeting room (approximately 700-1,000 square feet), no AV and pre-set:
  • Room set up conference-style for 20 attendees (cannot be changed)
• Premium Meeting Room: The rental fee includes access to the meeting room (approximately 700-1,000 square feet), and pre-set:
  • Room set up conference-style for 20 attendees (cannot be changed)
  • A/V: power, monitor, and podium (cannot be changed)

Credit Pricing*

Any direct costs associated with the function (e.g. food, beverage) are additional and are the responsibility of the activity sponsor.

*Those who pay via cash, check, ACH or wire transfer will receive a 2.9% discount off the credit price.

Convention Center Affiliate Meeting Room Policies:

• The above fees include room rental and set-up.
• Catering is an additional cost and will be paid directly to the appropriate vendor.
• All meeting room attendees are required to have a registered TCT badge.
• The sponsor of the affiliated meeting is liable for any injuries or accidents to people or property while conducting ancillary functions.
• Signage for the affiliated activity is only permitted directly outside of the assigned meeting room. Directional signs, advertisements, banners, etc., are not permitted in the convention center.

FAQ

What are blackout times?

Blackout times are specific times where affiliate meetings involving 3 or more physician attendees cannot take place.  The blackout times for TCT^® are listed below (times are subject to change):

• Friday, October 30, 2026: No Blackout Hours
• Saturday, October 31, 2026: 7:30AM-7:15PM
• Sunday, November 1, 2026: 7:30AM-7:15PM
• Monday, November 2, 2026: 7:30AM-7:15PM
• Tuesday, November 3, 2026: 7:30AM-2:00PM

If the event or meeting occurs outside of official conference hours, including before and after official conference dates, an application for an affiliate request must be completed. 

I would like my meeting to take place during blackout times.  What are my options?

Companies who are interested in conducting meetings during blackout times may purchase a convention center meeting room or a conference suite. More information on Conference Suites can be found here.  

What is the process to host an affiliate meeting or event outside of the San Diego Convention Center?

1. Confirm Meeting Timing: Ensure your proposed meeting time does not overlap with TCT^® blackout hours.
2. Submit an Application: Complete and submit a separate meeting approval application + fee for each individual meeting.
3. Process the Meeting Fee: The required meeting fee must be submitted as part of your application.
4. Await Approval: Once CRF has reviewed and approved your request, you may contact your selected venue to coordinate all event logistics.

What hotels are near the San Diego Convention Center? 

CRF^® suggests the following SDCC-adjacent hotels to host TCT^® affiliated meetings and events. Please note that CRF does not manage meeting room rentals or space assignment at venues outside of the San Diego Convention Center (including at the following hotels). Please follow the CRF^® affiliate meeting approval process and then reach out to the following contacts.

• Marriott Marquis San Diego Marina: 333 W Harbor Dr, San Diego, CA 92101
  • Contact: Shannyn Courtney, [email protected]
• Omni San Diego Hotel: 675 L Street, San Diego, California, 92101
  • Contact: Kameryn Esmeyer, [email protected] 
• Hilton San Diego Bayfront: 1 Park Boulevard San Diego, California 92101
  • Contact: Omar Limon, [email protected] 
• Manchester Grand Hyatt San Diego: 1 Market Place, San Diego, CA 92101
  • Contact: Sean Rhodes, [email protected] 
     

Not quite sure where to host your TCT affiliated meeting? Please reach out to Gerrica to assist with planning an incredible event!

Gerrica Gray-Johnson 
Senior Director of Client Services
San Diego Tourism Authority
[email protected] 
 

What are the fees if I have multiple meetings in the same off-site meeting room?

• The $3,100 affiliate meeting fee is per individual 1 on 1 meeting with any TCT attendees, or CRF is pleased to offer “bulk” pricing on the fees for multiple meetings in the same room at daily rates. 
• For internal staff meeting rooms, the fee is $3,100 per day of meeting room rental. 

What types of activities are approved?

• Activities that support and are consistent with the scientific nature of TCT^®
• Activities directed to TCT^® participants (affiliated activity sponsors and participants must be TCT^® registrants)
• Activities that do not conflict with or detract from the official TCT^® scientific program (see blacked out times below)

What types of meetings are approved?

• Scientific Advisory Board Meetings
• Scientific Investigator Meetings
• Advisory Board Meetings
• Committee Meetings
• Executive Meetings
• Specific Study (Investigator) Meetings
• Staff Meetings

What types of activities are NOT permitted?

• Scientific, educational, speaker-driven symposia or lectures not sponsored by TCT
• Exhibits (commercial company and noncommercial company)
• Demonstrational/Hands-On Trainings
• Distribution of any promotional material (eg, fliers, room drops)
• Commercial banners

Are personnel meetings permitted during TCT^® hours?

Personnel meetings may be held at any time during TCT^® if attendance is limited to that organization’s representatives and are subject to the affiliate meeting fee. Physician attendees are strictly prohibited from participating in these meetings. Violations of TCT^® Affiliated Activities Rules and Guidelines will be reviewed and sanctions may be applied. Please see the Consequences for Noncompliance section for more information.

Important note: CRF^® requests that TCT^® faculty not commit to conflicting speaking engagements. TCT^® faculty responsibilities and obligations to the official program take precedence over all others speaking arrangements at the meeting. TCT^® faculty members participating in any such event are subject to having their faculty status revoked including any reimbursement of expenses otherwise authorized.

Will I get access to other TCT^® opportunities?

Access to TCT^® approved promotional opportunities and attendee list is not permitted for promotion of affiliated activities.

Consequences for Noncompliance

If an affiliated activity is found to have violated the above guidelines for affiliated activities, the sponsoring organization, the supporting organization, and the organizer of the meeting may be prohibited from holding an affiliated activity at future CRF^® conferences, may have their current registration revoked, non-compliance may be subject to fines and damages, and could negatively impact the registration/status/attendance of those attending an unapproved affiliated activity. TCT^® faculty members participating in any such event are subject to having their faculty status revoked including any reimbursement of expenses otherwise authorized.